17.1 To confirm the proceedings of the previous general meeting.
17.2 To approve the excess expenditure over the sanctioned budget.
17.3 To approve the budget and programme of work of the Federation for the ensuing year recommended by the Board.
17.4 To receive from the Board Annual Report together with the balance sheet as on 31st March, Profit and loss account and trading account for the proceeding financial year of the Federation and to sanction the appropriation of profits.
17.5 To review the audit memorandum and audit rectification report received from the Board of Directors and any other communications from Registrar.
17.6 To consider expulsion of members if any, as recommended by the Board in accordance with the provision of the ACT.
17.7 To fix the allowances to be paid to the members of the Board for attending the Board and other meetings and to approve the expenditure in this regard.
17.8 To add, alter and amend the bye laws as and when necessary.
17.9 To consider removal of the Managing Director as recommended by the Board.
17.10 To approve the expenditure incurred on the members of the Board.
8
17.11 Notice of the Agenda of the General Meeting mentioning date, place and time of the meeting shall be issued in writing to all its members at least 15 days in advance.
Provided further that in case of Annual General Meeting, it may also be accompanied by a copy of the Annual Administration Report, the audit certificate if available and the balance sheet.
17.12 Prior notice is not necessary in case of the following:- i. A motion for a change in the order of the business of the Agenda.
ii. A motion for adjournment of the meeting.
iii. A motion to refer the matter under consideration for discussion or report to the Board of Directors.
iv. A motion that the meeting to pass on to the next time on the Agenda paper.
v. A motion allowed by 2/3rd of the members present.
18. VOTING RIGHT Each member shall have one vote by virtue of its membership proxies shall not be allowed. In case of equality of vote the Chairman of the meeting shall have the casting vote.
19. A special general meeting of the Federation shall be called on with 15 days notice, stating the date, time and place at which and the Agenda for which such meeting will be held.
19.1 Presence of 50% of ordinary members shall form a quorum of any meeting.
19.2 The special general meeting may transact any business that would have been normally transacted by the Annual General Meeting.
19.3 If at any general meeting or special general meeting there is no quorum within an hour of the time fixed for the meeting it shall be adjourned and a first general body meeting or special general meeting as the case may be shall be reconvened after giving due notice. If at the reconvened meeting also, there is no quorum within an hour of the time appropriated for the meeting then after the expiry of one hour, the members present shall constitute quorum, but no business other than that specified in the notice shall be transacted.
20. Decision shall be taken by the majority of votes. In the case of any equality of votes, the Chairman shall have a casting vote except in case of election of Chairman and the office bearer.
21. BOARD OF DIRECTORS
21.1 Amended BOD Resolution No. 162.3 on 16.09.15, AGM on 5.11.2015 Agenda No. 30.2 and approval of RCS vide letter No. RCS/Milk supply/NDS2/Byelaws of Milkfed/1687-A dated 23.07.2015, Registered vide Endst. No. RC/S:R:R/47-49 dated 15.01.2016 The Board of Directors of the Federation shall be constituted in the following manner:-
1. One Director from affiliated Milk Union to be elected in accordance with the provisions of the Punjab Cooperative Societies Act 1961 and Rules 1963.
2. Registrar Cooperative Societies Punjab or his nominee.
3. Three nominee of State Govt. out of which one nominee will be an expert in the area of finance or Marketing or Engineering or Veterinary Development and Research.
4. One nominee of the National Dairy Development Board.
5. Financial Commissioner & Secretary to Govt. of Punjab, Department of Animal Husbandry or his nominee.
6. The Managing Director of the Federation (Ex. Officio).
7. Two experts to be co-opted by the Board from the field of Dairy or Animal Husbandry or Veterinary Science from NDRI, Karnal, GADVASU, Ludhiana.
21.2 The term of the office of the elected Board/Managing Committee shall be 5 years from the date of its election.
21.3 The Chairman of the Board of Director shall be elected from amongst the elected members. The term of the Chairman shall be co-terminus with term of the board.
Provided that the Chairman can be removed by a vote of no confidence through a resolution passed by 2/3rd majority of the total elected members of the Board/Managing Committee. The nominated members shall have no right to vote in the election or removal of the Chairman. There shall be no post of Vice Chairman on the Board. All the members of the Board including Chairman of the Federation shall be honorary and shall not draw any honorarium from the Federation.
21.4 Each member shall have one vote by virtue of its membership and proxies shall not be allowed. In case of equality of votes, the Chairman shall have the casting vote.
Provided he shall not exercise the casting vote in case of the election of the Chairman or the office bearer.
21.5 The elected member of the Board who fails to fulfil the obligations as laid down in Act, Rules and Bye laws shall cease to continue as the member of the Board.